Job Title:
Administrative & Program Support
Department:
Work Ready Oklahoma
Reports To:
WRO Program Director
Job Function:
Administrative
Job Code:
10002
Job Summary:
The Administrative and Program Support role is responsible for the administrative operations of the WRO Employment Center, data entry, and organizational tasks. This individual will work closely with the local leadership team to perform multifaceted, time-sensitive functions to ensure that projects are organized and completed effectively and in a timely fashion. The position requires strong attention to detail, organization, critical thinking, confidentiality, and dependability. This position will be responsible for providing reports and data to Goodwill and the WRO central office. Additionally, this person may join in program activities with participants during peak training times.
Essential Duties & Responsibilities:
- Accurately manage information, data, and resources, including systems for paper and electronic documents, databases, spreadsheets, and other materials and resources.
- Provide logistical support for meetings and division activities by taking notes and preparing resources.
- Provide support for the preparation of client reports and internal project management tools.
- Work with key staff to maintain accurate and thorough records of project activities, program deliverables, and outcomes.
- Help with the preparation of presentations, spreadsheets, and other materials.
- Establish and maintain filing and record keeping for project activities.
- Actively assists with the implementation of monthly “cohorts” through material preparation, daily attendance database management, and front-line participant interaction.
- Distribute participant tracking forms related to TANF barrier removing activities gaining participant signature and Program Director and/or Program Manager approvals.
- Maintains participant hardcopy and electronic records following HIPAA compliance practices.
Other Job Functions:
- Serves as the point of contact for individuals entering the WRO – Tulsa building while seated at the front desk, tracking guests and staff while entering and exiting the premise.
- Answers the phone fielding program related questions and transferring to appropriate staff members when necessary.
- Maintain correspondence with all program inquires via email and telephone communications.
- Provides community outreach support and attends the WORKlahoma Job Fair twice per year and other community events as required with occasional evening and weekend responsibilities.
- Maintain confidentiality and adhere to all Goodwill policies, including safety, ethics, and EEO.
- Other duties as assigned.
Educational Requirements:
- Bachelor’s degree in business administration, marketing, or other related fields preferred.
- At least two years of office management experience.
Other Requirements:
- Integrity, credibility, and a commitment to and passion for the program’s mission.
- Advanced Microsoft Office skills and an ability to become familiar with firm-specific programs and software.
- Strong organizational, multitasking, and problem-solving skills, with exceptional attention to detail and the ability to remain calm and be effective under pressure.
- A proven ability to exercise sound judgment in the performance of responsibilities and the handling of information while upholding confidentiality.
- Excellent verbal and written communication skills and the interpersonal skills to communicate effectively.
Revision History:
Version
Date
Revised By
Description of Changes
1.0
Human Resources
New Job Description
Skills Required
- Bachelor's degree in business administration, marketing, or related field
- At least two years of office management experience
- Advanced Microsoft Office skills
- Familiarity with databases, spreadsheets, and electronic document management
- Knowledge of HIPAA compliance practices and maintaining confidential records
- Strong organizational, multitasking, problem-solving skills, and attention to detail
- Excellent verbal and written communication and interpersonal skills
- Ability to exercise sound judgment and maintain confidentiality
- Availability for occasional evening and weekend events and community outreach
What We Do
Mission: Goodwill empowers people to reach their full potential through work opportunities, training, and support services. Vision: Goodwill envisions a community where all people have the opportunity to experience the transformative power of work. Values: GROWTH: Nurturing continuous improvement, learning, and development. UNITY: Working together to achieve common goals. INTEGRITY: Striving to meet the highest standards of ethics and accountability. DIGNITY: Upholding respect and equity for all. EMPOWERMENT: Helping people help themselves.
